How ClickSkills Streamlined EdTech Operations with SmartTask

Highlights

Challenges:

• No central system to track tasks, discussions, and progress
• Frequent context loss across Excel files and WhatsApp chats
• Limited visibility into ongoing work and deal status
• High risk of missed follow-ups and deal leakage
• Low adoption with complex tools they evaluated

Solution

• Centralized work management space: SmartTask replaced Excel sheets and scattered chats with structured projects and tasks.
• Built-in CRM for better visibility: With in-built CRM the sales team was able to capture leads from Calendly, Website Forms, work on them and seamlessly hand-over the won deal details to the execution team
• Templates to save time: Each training campaign followed a few pre-defined steps. The team would just duplicate the template whenever a new client came in.
• Visibility-driven prioritization: Portfolios, Dashboards and unified task views enabled better planning and execution.

Outcome

Within the first 2 months of using SmartTask, ClickSkills achieved measurable improvements:

• ✅ 30–35% reduction in internal follow-ups by centralizing work and communication
• ✅ 6 hours saved per week for the founder by eliminating manual tracking
• ✅ 40% faster execution across marketing campaigns and training projects
• ✅ 90%+ reduction in missed follow-ups, resulting in near-zero deal leakage
• ✅ 100% adoption rate across active team members without formal training

Streamlining Operations at ClickSkills EdTech

As ClickSkills scaled its training and marketing operations, the team relied heavily on Excel sheets and WhatsApp messages to manage tasks, follow-ups, and leads. This setup quickly became inefficient.

What they tried earlier:

• Excel for tracking work
• WhatsApp for coordination
• Evaluated tools like ClickUp and Hive but found them complex or faced payment and usability limitations

What they were looking for:

• A simple, intuitive system that teams would actually use
• Clear visibility into tasks, campaigns, and deals
• A single platform that could also act as a lightweight CRM
• Easy onboarding without heavy setup overhead

To overcome these challenges, ClickSkills adopted SmartTask as their central work management and CRM platform. The focus was on simplicity, fast adoption, and visibility across teams.

Simplifying training and marketing execution

ClickSkills manages multiple parallel initiatives, including training batches, content creation, and performance marketing campaigns.

Before SmartTask, coordinating these initiatives required constant manual intervention.

With SmartTask:

• All tasks, discussions, and files now live in one place
• Training projects are broken into structured task workflows
• Marketing campaigns are tracked end-to-end in one system
• Clear ownership and status tracking for every activity
• Dependencies between tasks ensure smoother handoffs

This structure improved execution consistency while reducing delays.

Built-in CRM for better deal visibility

ClickSkills started using SmartTask not just for tasks, but also as a CRM.

• Leads and deals are tracked inside SmartTask
• Follow-ups are linked directly to tasks
• Management has real-time visibility into deal progress
• Having both the Sales and Delivery team in the same tool meant seamless handover of work once a deal was converted.

Templates to Project for Campaign Creation and Tracking

They created different project templates for different types of training campaigns they would provide

• Whenever a new training requirement would come-in they would duplicate the template
• Tasks would be assigned to relevant team-members as per the Role defined in the template
• With clear Timelines and Baseline view, they could easily identify delays and reasons behind it.
• With Critical path in the Timeline view they would make sure that critical tasks were not delayed.

Improved visibility and accountability

SmartTask dashboards gave the team a clear picture of what was happening across training and marketing projects.

• Unified dashboard for activity tracking
• Portfolio view to have an overview of all running projects
• Better coordination between marketing campaigns and training projects
• Reduced dependency on manual status updates

Fast onboarding and high user adoption

One of the key reasons SmartTask worked well was how easy it was for the team to get started.

• Minimal setup effort
• Clean interface that encouraged daily usage
• Quick onboarding without long training cycles

Praise for onboarding and support

ClickSkills appreciated the hands-on approach and accessibility of the SmartTask team.

The ease of onboarding and responsive support helped the team start seeing value quickly.

What the future with SmartTask looks like

ClickSkills plans to continue expanding their use of SmartTask as they grow.

• Deeper integration of marketing campaigns with CRM workflows
• Scaling training project management as new programs are launched
• Using SmartTask to support their LinkedIn and Meta ad-driven inbound strategy